Policies and Forms
Petty Cash Policy
The Hampstead Public Library Board of Trustees establishes a petty cash fund of $100 a month for incidental expenses requiring immediate payment. The Board of Trustees appoints the Library Director and Assistant Director to be the custodian of the library’s petty cash fund.
1. A Petty Cash fund shall be used for the Hampstead Public Library’s for the purchase of materials, supplies, or services under conditions requiring immediate payment.
2. If supplies are available by a vendor that delivers to the library, orders must be placed to allow payment through the regular library billing process already in place.
3. The limit for cash purchases will be $25, receipts of amounts larger than $25 will be submitted for reimbursement using the library’s Reimbursement Form.
4. Staff leaving the building to make library purchases or on library business must record their time outside the building on the appropriate form. All staff are eligible for mileage reimbursement upon submission of the necessary form.
Digital Sign Policy
Hampstead Public Library’s digital sign is limited to library functions only. It is to be used to promote library programs, services, collections, news and to communicate any announcements pertaining to the Friends of the library. Library events held off the library premises that are sponsored by the Hampstead Public Library or the Friends of the library may be promoted on the library’s digital sign.
- Town announcement inclusions shall be determined by the Library Director or the Board of Trustees.
- The sign will be dimmed between the hours of 9PM to 7AM from October to March and 10PM to 7AM from April to September.
Approved by the Board of Trustees
August 20, 2014
Printing, Copying, and Faxing Services
Printing, copying and fax service are available at the library for a nominal fee.
Each public access computer has access to both a black and white printer and a color printer. There is a charge for each page (letter or legal size) printed:
Black and white print:
Black and white copy machines are available on both the first floor and the second floor. It is the patron's responsibility to ensure that any printouts and copies adhere to the Copyright Law of the United States (Title 17, USC). There is a charge for each copy (letter or legal size) that is made:
Black and white copy:
Incoming faxes will be received for patrons, and held behind the front desk for pickup. Incoming faxes must clearly state the intended recipient. Any fax not picked up within one week will be shredded. It is recommended that patrons notify the library in advance that a fax is to be expected. There is a charge for each page received:
Incoming fax: Per page 10 cents
Outgoing faxes will be sent for patrons by a staff member. There is a charge for each page sent:
Outgoing fax: First page $2.00
Approved by the Board of Trustees January 20, 2009
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Wireless (WiFi) Internet Access Policy
The Hampstead Public Library provides unfiltered Internet connectivity for users with laptops and other portable wireless devices.
By choosing to use this free wireless service you agree to abide by the Library’s Computer Use Policy that prohibits abusive or illegal activity while using the Library’s Internet service.
Library staff will provide general information on the settings necessary to access the Internet via our wireless connection. If a user has problems accessing the Internet over this connection, staff will only verify that the library's connection is operating normally. Staff will not perform troubleshooting on the patron's own wireless device.
The library cannot guarantee a secure connection to the Internet in a wireless environment. Patrons are advised to use the latest anti-virus, spyware, and other standard protection software to prevent unauthorized access to their wireless devices. Wireless users are advised not to transmit credit card information, passwords or other sensitive personal information while using wireless access in the library. Patrons are also advised that there is no content filter on wireless access.
The library is not responsible for any information that is compromised, hacked or stolen, or for any damage caused to users’ hardware or software due to security issues, viruses, hacking, or library systems.
Printing access is not available via the wireless connection. Users may save their data on a portable device and then take it to one of the library's computer workstations to print out information.
The Hampstead Public Library Internet Use Policy governs the use of the Internet over our wireless access both inside and outside the building, on Library premises.
Approved by the Board of Trustees 5/16/2006
Amended 6/19/2013Back to Top
Set-up for Wireless Internet Access
A laptop computer or device with a WiFi Internet card that supports the WiFi standard (also known as IEEE 802.11b or g or n).
WEP = disable WEP encryption
Mode or Network Type = Infrastructure mode or Access Point
DHCP = Obtain an IP address automatically
DNS = Obtain DNS server address automatically
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Policy Statement and Scope
This document will govern the investment activities of the Hampstead Public Library. It is the policy of the Library to invest funds in a manner that will maximize the security of the principal while satisfying cash flow demands using approved methods that will provide the highest possible return. All investments will conform to applicable laws and regulations governing the investment of funds held by local government bodies, including (but not limited to) New Hampshire RSA 202-A:23 and RSA 31:25.
This investment policy applies to funds held by the Library. It does not apply to the funds held by the Hampstead Trustees of the Trust Funds for the benefit of the Library or those held by the Friends of the Hampstead Public Library.
The primary objectives of the Library’s financial investments are (in priority order):
- Preservation of Capital - The preservation of capital is the foremost objective of the investment program. At no time should the safety of the portfolio’s principal investment be impaired or jeopardized. All investments shall be undertaken in a manner that first seeks to preserve capital and secondly attempts to fulfill other investment objectives.
- Liquidity – The Library’s investment portfolio is to remain sufficiently liquid to enable the Library to meet those operating requirements that might be reasonably anticipated.
- Return on Investments (Yield) – The Library’s investments should generate the highest available return without sacrificing the first two objectives.
Authorized and Suitable Investments
The following investments are deemed to be suitable for inclusion in the Library’s investment program. The Treasurer is authorized to invest library funds only in those investments specifically delineated below:
U.S. Treasury Bills and Notes, for which the full faith and credit of the United States Government is pledged for the repayment of principal and interest; Bonds, notes and other obligations issued by any federal government agency or instrumentality; NHDIP funds; Bonds or other obligations of the State of New Hampshire; Demand deposit accounts (such as checking accounts) established with local financial institutions, and properly insured through the Federal Deposit Insurance Corporation (FDIC); Certificates of Deposit (CDs) issued by local financial institutions, and properly insured through the FDIC; Publicly traded mutual funds; Publicly traded stocks.
Custody and Safekeeping
All security transactions, including collateral for repurchase agreements entered into by the Library, shall be conducted on a delivery versus payment basis. Securities will be held by an independent third party custodian designated by the Treasurer, approved by the Board of Trustees and evidenced by safekeeping receipts and a written custodial agreement.
The Treasurer is responsible for establishing and maintaining internal control to insure that the assets of the Library are protected from loss, theft or misuse. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. The internal controls shall address the following points:
- Separation of transaction records from accounting data;
- Custodial safekeeping;
- Written confirmation of telephone transactions for investments and wire transfers.
Maturity of Investments
No investment shall have a maturity date of more than six years from its date of purchase by the Library, unless an investment is matched to a specific obligation of the Library.
Diversification of Investments
The Library shall diversify its investments to the best of its ability based on the type of funds invested and the cash flow needs of those funds. Diversification can be achieved by the type of investment, number of institutions, and length of maturity.
The following guidelines will be used in administering the Library’s investment policy:
The Library’s total (100%) portfolio may be invested in securities guaranteed by the United States, or those securities for which the full faith of the United States is pledged for the payment of principal and interest.
The Library’s total (100%) portfolio may be invested in certificates of deposit, savings, or deposit accounts that have been fully collateralized.
No more than 25% of the total portfolio may be invested in no-load money market mutual funds consisting exclusively of governmental securities or repurchase agreements secured by government securities.
The Library’s portfolio shall be deposited with more than one financial institution. Up to 75% may be deposited in any one financial institution, except that 100% of the portfolio may be invested in the State Treasurer’s investment pool (NHDIP)
All deposits shall be collateralized pursuant to NH RSA 386:57. Any eligible financial institution that has offices within the State of New Hampshire may become a public depository of the funds of the Library.
Delegation of Authority
Management responsibility for the Library’s investment program is delegated to the Trustee Treasurer who is considered the Library’s chief financial officer. In the absence of the Trustee Treasurer, the Library Director is authorized by the Board of Trustees to act in his/her stead. The Trustee Treasurer shall be responsible for the implementation of the investment program and the establishment of investment procedures consistent with this policy. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Trustee Treasurer.
All staff members who are delegated authority to buy and sell investments of the Library are to be properly bonded.
Ethics and Conflicts of Interest
Those involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the Library investment program, or that could impair their ability to make impartial decisions.
When investments are made in accordance with this policy, no Library staff member with investment authority shall be held liable for a loss resulting from default or insolvency of a depository of Library funds.
The Trustee Treasurer shall provide the Board of Trustees with monthly reports which clearly provide the following information regarding the investment portfolio:
Types of investments; Depository institutions; Principal balances; Rates of return; Maturities.
Approved by the Board of Trustees
April 20, 2004
Revised August 21, 2007
Revised February 2013
Revised March 19, 2014
IPad Borrowing Policy and User Agreement
- 1. The iPad may be checked out by a Hampstead Public Library patron who is 18 years of age or older and in good standing. The patron must leave their Hampstead Public Library Card AND New Hampshire State Driver License or New Hampshire State non-driver ID as security. The patron must sign an IPad Borrowing Agreement each time the iPad is checked out.
- 2. The iPad checkout is for in-library use only; the iPad cannot be removed from the building and must not be left unattended.
- 3. The iPad may be signed out for a period of one hour at a time, longer if the iPad is not reserved by another patron.
- 4. No downloads are permitted. If there is an app you wish to see on the iPad, please inform the librarian and it will be determined if it can be ordered.
- 5. The iPad will circulate in a protective case; it may not be removed from that case.
- 6. The borrower is responsible for the iPad and/or accessories. If any items are lost or damaged, the borrower must pay the replacement fee up to $500.00
- 7. The borrower will return the iPad by directly handing it to a staff member at the circulation desk to ensure proper check-in.
I, ______________________________________, understand and agree to abide by the Hampstead Public Library iPad Borrowing Policy as stated above.
Name ____________________________ Patron Number_________________
Address __________________________ Phone Number__________________
Approved by the Board of Trustees 5/15/13Back to Top
Internet Use Policy
Responsible, ethical use of such resources includes the following:
• Users shall not:
- Attempt to modify or gain access to files, passwords, or data belonging to others
- Introduce viruses
- Seek unauthorized access to any computer system
- Damage or alter software or hardware components of this or any other network or database
- Make unauthorized copies of copyrighted or licensed software or other information.
• Blatantly offensive visual or text-based materials constitute potential sources of sexual harassment to other patrons and to library staff and will not be tolerated.
• Users will be held responsible for any damage done to hardware, software, or data owned by HPL.
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Library Code of Conduct
Behavior that is prohibited in the library includes, but is not limited to, the following:
1. Sitting or lying on tables, lying on the floor, or sharing personal seating space.
2. Monopolizing/obstructing space, tables, seating, or equipment to the exclusion of others.
3. Speaking loudly, singing, snoring, talking on a cell phone, or listening to music at a volume disturbing to others.
4. Using profane, obscene, or abusive language; racial, sexual, or ethnic remarks toward library visitors or staff.
5. Bringing animals into the library, except for registered service animals, service animals in training, or animals featured in library programs.
6. Distributing literature, taking surveys, or asking individuals or staff to sign petitions, except as part of special events sponsored by the library.
7. Using skateboards, scooters, roller skates, or other similar devices on library property.
8. Running, wrestling, fighting, rough-housing or engaging in physical play.
9. Smoking and use of tobacco products and electronic cigarettes in the library.
10. Being under the influence or using alcohol or illegal drugs.
11. Loitering on the library premises in a manner which interferes with the normal activities of library patrons or staff, or which blocks or obstructs doorways, hallways, passages, aisles, sidewalks, driveways or the parking lot.
12. Blocking entry, aisles, or traffic areas with personal belongings such as, but not limited to, book bags and knapsacks.
13. Engaging in inappropriate displays of touching, affection, or sexual activity.
14. Wearing inadequate or insufficient clothing (shirts and shoes, please).
15. Defacing or otherwise damaging library property.
16. Parents or other adults accompanying young children are responsible for picking up after them and should remain with them at all times. Children in the third grade and under must be accompanied by an adult.
17. The library is not responsible for children left after the library is closed.
Persons abusing the above guidelines may be asked to leave the library. Persons refusing to leave or who have been ejected for repeated offenses may be banned from the premises. Persons banned from the premises who enter onto the premises without express written permission from the Library Director or the Board of Library Trustees may be prosecuted in any appropriate manner authorized by the law.
Approved by the Board of Library Trustees 5/21/02
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Meeting Room Use Policy
MEETING ROOM USE
Meeting rooms are intended primarily for Library purposes, and for the use of the Friends of the Library. All Library programs will be given priority in the use of these rooms.
There are three rooms available for advanced signup: The first floor Program Room which seats 32, the second floor Meeting Room which seats 100, and the second floor Seminar Room which seats 10.
Town Boards and committees as well as town non-profit organizations of a civic, community, cultural, educational or intellectual nature may use the meeting rooms. Other non-profit organizations must be sponsored by a Hampstead resident. Meeting rooms are scheduled at the discretion of the Director and Board of Trustees subject to availability and adherence to the following policies and guidelines:
- Applications for use of meeting rooms may be made up to one year in advance. The Library Director or designee must approve all applications. Applications and copies of the Meeting Room use policy are available at the circulation desk. All reservations are considered tentative until two months before the program date. The Library reserves the right to cancel reservations if the room is needed for library purposes. Efforts will be made to move events to a different room or to reschedule.
- The signer of the meeting room application must be an adult Hampstead cardholder who is responsible for the orderly conduct of the group.
- Notification of cancellation or changes in schedule must be made to the Library at least two days in advance of the scheduled program.
- The Library reserves the right to deny use of the meeting rooms to any organizations which or individuals who have abused their privileges in the past. The Library also reserves the right to cancel or reschedule any meeting.
- All meetings scheduled in Library meeting rooms must be open to the public.
- Admission or related fees are not permitted.
- Meeting rooms are not available for the private use of individuals or groups for work or recreation.
- Meeting rooms are not available for commercial use or for-profit entities. Moneymaking activities are not permitted unless they are part of a Library event.
- A group may sign up for the use of one meeting room in any month.
- Permission to any group to use a meeting room does not constitute endorsement by the Hampstead Public Library of that group’s philosophy or objectives.
- Groups are responsible for arranging chairs, tables, and other equipment to meet their own needs. Following use, groups must return the room to its original state.
- Some equipment is available for use in the meeting rooms. A list of available equipment is provided on request.
- The room shall be left in a neat, clean and orderly condition. The reserving organization and the signer of the meeting room application will be liable for any breakage, damage to property, or any extra cleaning required after use of the room. No tape, pins or tacks may be used on meeting room walls. If the Library deems janitorial services to be necessary, a charge of $20.00 per hour will be assessed and the group responsible may lose the privilege of using the room in the future.
- Use of these rooms, even for Library purposes, may not disrupt the use of the Library for others. All Library rules of conduct are to be followed. Rooms will not be reserved to groups for activities that are likely to disturb regular library functions.
- Smoking and alcoholic beverages are prohibited in the library. Groups serving refreshments in the meeting rooms are responsible for providing food and serving utensils, and for cleaning up following their meeting.
- The Library is not responsible for any equipment, supplies, materials, clothing, or other items brought to the Library by any group or individual attending a meeting or program.
17. The Library Board of Trustees and the Library staff do not assume any liability for groups or for individuals attending any meeting or program in the Library.
- Meeting rooms are only available during regular library hours. All use of the meeting rooms must begin after the Library has opened to the public and must be cleared by the scheduled closing time.
- Any security costs are the responsibility of the group and/or the signer of the application for use of the room. Costs of a security officer will be assessed at the current rate charged by the Hampstead Police Department. The Library will determine the need for and extent of security in any particular situation.
- The two second floor study rooms can be reserved no more than one week in advance in two-hour blocks of time. A group using a study room may reserve it immediately after the end of their session for the same block of time the next week, if another party has not reserved it. Missed reservations without notification 6 hours in advance may result in cancellation of the privilege of reserving the study rooms. Reservations will not be held for more than ten minutes after the scheduled start time.
- In accordance with RSA 664:17 no political advertising shall be placed on Library property or posted on or in the Library building.
Exceptions to these guidelines may be made by the Library Director or the Board of Trustees.
Approved by the Board of Trustees: June 15, 2004
Revised: September 19, 2006
Revised: May 19, 2009
Revised: December 21, 2010
Revised: February 15, 2011
Revised: November 16, 2011
Revised: August 20, 2014
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Telescope Borrowing Policy and User Agreement
1. The telescope may be checked out by a Hampstead Public Library patron who is 18 years of age or older and in good standing. The patron must sign out a Telescope Borrowing Agreement each time the telescope is checked out.
2. The telescope will circulate for one week and may not be renewed.
3. When the telescope is returned to the library, it should be given to the staff member at the front desk.
4. The overdue fine for the telescope is $5.00 per day with a maximum fine of $100.
5. The borrower is responsible for reading the instruction manual for proper care and use.
6. If the telescope is lost or damaged, the borrower is responsible for a fee of up to $300.00 to replace the device.
7. The borrower is also responsible for the instruction manual, Starry Night software and Sky Theater DVD, Constellation Pocket Guide, and headlamp as well as the pouch in which these items are stored. If any of these items are damaged or lost, the borrower must pay the replacement fee as deemed appropriate by the library director.
8. The Hampstead Public Library will not be held liable for any injuries incurred as a result of telescope use.
I, ______________________________________, understand and agree to abide by the Hampstead Public Library Telescope Borrowing Policy as stated above.
Name ____________________________ Patron Number_________________
Address __________________________ Phone Number__________________
Approved by the Board of Trustees 9/19/12
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The Hampstead Public Library Board of Trustees subscribes to the concept of using volunteers in the Library as an enhancement for the Library’s programs. Volunteers are valued for their dedication, enthusiasm and for the work they perform in support of the Library. Volunteers are expected to act in accordance with library policies and to reflect positive service attitudes.
The same good management principles used in general library administration shall be applied to volunteer workers. Volunteers will be shown the same respect as any paid staff member.
A criminal investigation will be done for any volunteer who works with the public.
Volunteers will not be used in place of paid staff members. Volunteers should not answer patrons’ questions (other than purely directional questions such as, "where is the restroom?”…) or provide other library research information, and should refer all inquiries to a staff member.
A volunteer will be trained and supervised by an appropriate staff person and will not be asked to do duties for which s/he is not trained. Volunteers may be asked to attend training sessions/workshops for tasks that they may be asked or wish to do. Volunteers will not be assigned to tasks that would disrupt service to patrons or are unrealistic (i.e. doing a storyhour never having done one).
Effective use of volunteers requires considerable staff time and effort. Thus it may not always be possible to find a suitable task for every person who wishes to volunteer. Volunteers are selected based upon their qualifications in relation to the needs and best interests of the library at any given time as determined by the Director and/or Assistant Director. Volunteers may feel free to apply for paid positions in the Library, but they should be aware that being a volunteer does not make them automatically qualify. Other candidates will be considered for open positions.
All interactions between a library patron and the library staff or volunteer are confidential. While the temptation is great to discuss or share with others what happens at the library, please refrain from doing so. If you need to discuss a situation about a patron, discussion should be limited to staff members and take place in a private area of the library.
If the library cannot accommodate your request for volunteer service, you are always welcome to apply again. You also may wish to consider volunteering for the Friends of the Library. Information is available at the library.
Commitment of volunteers is expected; volunteers need to be dependable and to notify the library if they are unable to volunteer their regular schedule. For library statistical purposes only, volunteers are asked to keep an accurate record of their hours worked.
In the event that a volunteer is unable to adequately perform the duties assigned to him or her, and no other appropriate duties are available, the volunteer will be removed from service. (Volunteers can be released if their performance is not in keeping with the library’s needs and best interests.)
Volunteers selected to work on specific projects will discontinue services when that project is complete or terminated, unless other arrangements are made.
The Board encourages review of the volunteer program by the Library Director, with a report made to the Board of Trustees periodically.
Approved by the Board of Trustees
July 16, 2002
October 16, 2013
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